Professional Etiquette
Etiquette is the fine art of behaving in front of others. It is more than just which fork you
should use or how to act in certain situations; etiquette is about acting appropriately in
everyday life.
Some manners and behavior remain constant: saying please and thank you, chewing with
your mouth closed, articulating and not mumbling. Nevertheless, other etiquette
moments require you to conduct yourself differently than you do when you are with a
group of your friends at the neighborhood pub. It is in these moments that you need to
understand the particulars of etiquette.
You will be learning about the following topics:
Meeting & Greeting
Shaking Hands
Creating a Positive Impression
Conversation
Dressing the Part
Interview Etiquette
Basics of Dining
Telephone and Email Interactions
Follow-up
Meeting and Greeting
Etiquette begins with meeting and greeting. You only have one chance to make a first
impression, so make it count.
It all starts with the “hello”. Stand up when meeting people. Go around anything that is
between you and the person you are being introduced to (i.e. furniture).
Focus on the other person. Smile, and make and maintain eye contact throughout the
entire greeting. You will make other people feel good about themselves and about you.
When a person tells you their name, repeat it, it helps you remember it and also signifies
that you are paying attention. Look alert and interested. If they don’t tell you their title,
ask them. It is a great conversation starter.
Next is the handshake. Everyone knows that a dead-fish handshake is the kiss of death.
So are sweaty palms (put baby powder in your pocket if you have to). Knowing that a
handshake is so important, have you tested yours? Try shaking a friends’ hand and see
how it works. Women in particular tend to overcompensate and shake hands too hard.
Remember to keep fingernails neat and clean. Make and maintain eye contact while
shaking hands.
Rules of the Handshake
1. Extend your hand in an open vertical, flat position.
2. Tilt your fingers down with your thumb up, exposing the web of your hand
towards the other person.
3. Go in for the handshake, grabbing the other person´s hand in a firm but not
crushing handshake.
4. Never pat the top of the hand.
5. Finally, get your hand back. The length of the handshake should be 2-3 seconds
Creating a Positive Impression
As already mentioned, a first impression happens once. Be prompt and professional. Why
would anyone want to hire a person who doesn't have the organizational skills to show up
on time? In fact, arrive early (perhaps ten minutes) to be certain that you know how to
locate the meeting place and can exude a relaxed and positive tone upon arrival.
By showing up early you are demonstrating and showing respect to the company and the
hiring manager. You are also giving them the opportunity to take you early, which could
give you more face time. Face time is important, the longer you have with the hiring
manager, the better your chances will be to get the job. Do whatever it takes to be early.
Allow yourself a few moments to catch your breath, make sure your hands aren’t
sweating, shake out the jitters and prepare what you’re going to say one last time.
Once in the building, be gracious to everyone you meet; greet all office personnel with
courtesy and kindness. You never know who may be asked to give feedback about your
visit.
Communication
Express some form of appreciation within the first few words. Say “thank you” to others
for their time and effort in meeting with you or whatever is appropriate to recognize.
When exchanging business cards, it is polite to look at the card and make some sort of
comment, even if it is just a confirmation (e.g. "Is this your correct cell number?")
Make people feel comfortable. It is safest and most considerate to stick to pleasant, noncontroversial topics about current affairs, sports, travel, work, or school interests.
Encourage others to talk by asking questions. It puts them at ease. It is a proven fact that
people say a conversation went well if they did most of the talking.
Social conversation is very important. This is how a person gets to know who you really
are. Here a few do’s and don’ts of social conversation:
Keep it short! Just because something interests you doesn’t mean it interests
everyone else involved in the conversation.
Avoid talking about topics that evoke opinions or emotions, such as: religion,
politics and money.
Watch your speech patterns. Do you interrupt people when they are speaking?
Do you finish other people’s statements? If so, you are not listening to the
speaker. It is important not to monopolize the conversation.
If you experience rudeness in conversation, ignore it.
If someone extends you a compliment, accept the compliment. If you are the one
extending the compliment, always be sincere.
Always think twice about talking bad or criticizing someone. You are taking a
risk that the person you are talking to doesn’t share your feelings.
Never complain. It will make you come across as a negative person.
Dressing the Part
Be remembered for your strong character and excellent interviewing skills, not for an
unusual display. Be certain to avoid strong fragrances (perfumes, cigarette smoke, spicy
food), colorful nail polishes, piercings (except simple style in ears), eye-catching jewelry
or unprofessional clothing (e.g. short skirts, wrinkled clothing, poorly cut sleeve lengths,
unpolished shoes.
Prejudice still exists in Corporate America when it comes to piercings and tattoos. If you
have either, and you can cover them up, do it. Now is not the time to make a statement
about your individualism.
Strive for a neat and clean appearance. It is important to dress appropriately for the job
you are applying for. Many times this means dressing more conservatively than your
usual style.
Here are a few basic tips:
Women
Skirt or pant suit in black, grey, or navy
Always wear hosiery
Heels should be of appropriate or modest height
Blouses or shirts should not be revealing
Men
Two piece suit in black, grey, or navy
Ties for men should compliment suits and shirts
Always wear a belt or suspenders
Always wear a white undershirt
Clothes:
Everything that you wear should be clean and pressed
Stay conservative in both color and pattern
Hair:
Hair should be washed, combed and properly styled
Men should keep any facial hair trimmed and neat
Avoid any style that would require you to constantly fiddle with it to keep it out
of your eyes
Makeup/Cologne:
Women should wear little make-up and it should appear natural
Avoid strong fragrances (perfumes, cigarette smoke, bad breath)
Shoes:
Clean and polished
Conservative style
Women: low heel (avoid sandals and spike heels)
Interview Etiquette
Maintain a positive demeanor along with openness and flexibility. It is not unusual for
interviewers to be late, lose your resume, change the location or to invite others to join in
your meeting. Your good-natured style, versatility and willingness to be flexible will be
remembered.
Avoid distractions and keep the attention focused on your candidacy. Turn off cell
phones, pagers and other noisy devices. Don’t chew gum and don’t smoke. Both can be
considered offensive.
Basic Dining Etiquette
A mealtime meeting is also an opportunity for a potential employer to take in your style
and professionalism. There are a few rules to understand when eating in a professional
setting:
When ordering food from a menu, be mindful of what it is you are ordering.
Since you may be talking more than other guests at the table, keep it simple and
easy to chew, cut and swallow.
Select a medium-priced meal, similar to those ordered by others at the table.
The use of a napkin is very important. Place your napkin on your lap as soon as
you are settled into a seat at the table. As a rule of thumb, silverware selections
progress from the outside toward the plate. Salad and bread plates are placed to
your left and above the fork and drinks are to the right above the knife and spoon.
You should remove the napkin and place it on your lap when everyone at the table
is present and seated. Always place your napkin on your lap and never tucked
into your shirt or blouse. When leaving the table, place your napkin on your chair
or to the left of the plate, unless you are leaving the restaurant at which point you
place the napkin on the table, neatly folded to the right of the plate.
Pass food counter-clockwise
The server serves from your left and removes from your right
Never gesture with a knife or fork, especially if it has food on it.
When alcohol is being served, you should be mindful of the quantity that you
consume. Never drink in excess, but having a glass of wine or a beer is perfectly
acceptable.
When you put something in your mouth that you cannot swallow you should use
your napkin to "fake" wiping your mouth and subtly place the offensive item in
your napkin.
Don’t touch your face with your fingers. Without going-into details, the safest
way to remember good manners is to never touch your face with your fingers.
This covers a wide-range of faux-paux from nose picking to removing sleepers
from your eyes.
After the meal, it is appropriate to thank the hosts for treating you to it.
The interviewer will usually take care of the bill and the tip. Be prepared,
however, if this doesn't happen and have small bills ready to take care of your
part, including the tip. Never make an issue of the check.
Telephone and Email Interactions
Positive impressions in telephone and email interactions are also instrumental in the
professional world. Prepare for telephone and email interactions in the same thoughtful
manner and tone as for other work related correspondence. Prepare for your conversation,
and choose your words thoughtfully. It is a good idea to email your message to yourself
first, to check the layout and review its content. Practice telephone interactions so that
messages and conversations are very clear.
When arranging a networking conversation or visit, briefly explain how you got the
contact person's name and ask him or her for a convenient time to talk. A telephone or
email communication is an opportunity to create a positive impression.
Answering telephone calls and emails is also an opportunity to interest others. Create a
message on your answering machine that is courteous, professional and friendly. Answer
emails and phone calls with the same amount of care that you deliver them. Whenever
possible use a regular phone.
Follow-Up and Bridge-Building
Always write a thank you note following an interview or networking visit. Demonstrate
your appreciation for the individual’s support and advice, and thank him for giving of his
time. Use names and titles and write to all who met with you or refer to each of them in
one thank you note. A handwritten or typed business note is fine. A well-written email
message is also appropriate in many cases.
Accept a job only after careful consideration. Your word is your bond; do not accept a
job if you are uncertain about it, if you plan to continue interviewing or if you have
unanswered questions. See that your questions are answered, weigh the facts, consider
the offer, make a decision and inform those who offered you the job. When you accept or
decline a job offer, do so in writing. Even when declining an offer, the professionalism of
your style of communication may build bridges for the future.
Source: Rose-Hulman Career Services, Kathy Kassissieh